Document management refers to a set of technologies, processes and tools that collect documents, manage and store them in an organization. This includes managing the content (data) that makes up these documents, as well as the meta-data that describes them.
Implementing a document-management system requires planning, education and purchasing the right software. It involves evaluating workflows and identifying areas where they can be enhanced to make them more efficient.
A document manager is a tool that allows an organization to document, classify and organize information in a way that employees can easily access the information. It can be used to create, store and manage a variety of different types of documents, including standard operating procedures reports, contracts, invoices certificates, spreadsheets, emails, and much more.
Once a document has been completed, it is crucial that all parties involved are informed and given the chance to read it prior to final approval. This is where document management systems are useful: They offer a central place where comments and suggestions can be shared, eliminating the necessity for lengthy email chains. The stakeholders can then provide feedback on specific points like marketing compliance or tone, wording spelling, and much more.
After the document is checked and approved, the document can be uploaded into the database. All internal stakeholders will then have access to the document. Depending on the software used, document management systems might automatically notify all users once the document has been uploaded to ensure that they can begin the review process.